Job summary
To provide an efficient, effective, confidential administrative service to the service / department
The post holder will be expected to work on their own, using their own initiative within the guidelines set by Nottinghamshire Healthcare NHS Foundation Trust
Main duties of the job
The position involves organising schedules, minute taking, organising meetings, coordinating information and IT systems.
Set up and manage office systems efficiently and effectively.
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Job description
Job responsibilities
Full details of the job description can be found in the attached Job description and Person Specification.
Provide an efficient administrative support service to the department
Be proficient in the use of IT systems including: Microsoft Office Excel, Outlook, Word, Database & internal systems including, departmental information systems.
Produce high quality reports within agreed deadlines as required
To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services to the department.
Take minutes of formal meetings, type up and distribute within agreed timescales
Ensure sickness, study and annual leave is recorded on the ESR system
To have a working knowledge of departmental procedures
To collect and maintain accurate team information with regards to training undertaken, PADs, Clinical Supervision and any other database
To order equipment, stationery, sundries as required
To book courses, accommodation and travel as required
To monitor and order stock and non-stock items as required
To work effectively both independently and as a team member
To work within all Health & Safety guidelines and policies
Responsible for own Mandatory Training requirements
To cover other admin roles within the team as & when required
Please note that this post does not meet the pay or skill level required for a Skilled worker visa.Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Job description
Job responsibilities
Full details of the job description can be found in the attached Job description and Person Specification.
Provide an efficient administrative support service to the department
Be proficient in the use of IT systems including: Microsoft Office Excel, Outlook, Word, Database & internal systems including, departmental information systems.
Produce high quality reports within agreed deadlines as required
To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services to the department.
Take minutes of formal meetings, type up and distribute within agreed timescales
Ensure sickness, study and annual leave is recorded on the ESR system
To have a working knowledge of departmental procedures
To collect and maintain accurate team information with regards to training undertaken, PADs, Clinical Supervision and any other database
To order equipment, stationery, sundries as required
To book courses, accommodation and travel as required
To monitor and order stock and non-stock items as required
To work effectively both independently and as a team member
To work within all Health & Safety guidelines and policies
Responsible for own Mandatory Training requirements
To cover other admin roles within the team as & when required
Please note that this post does not meet the pay or skill level required for a Skilled worker visa.Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Person Specification
Qualifications
Essential
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
- RSA/OCR level III or equivalent ie.C&G Level 3 Word Processing
Desirable
Training
Essential
- Microsoft Office i.e Database, Excel, Word, Powerpoint
- Minute taking
Experience
Essential
- Scheduling/ Diary Management
- Minute Taking
- Previous experience of working in an office environment
- Ability to work as an effective team member
Desirable
- Experience of working within the NHS
Knowledge
Essential
- Computer literacy including word, excel, outlook, database
- Maintain electronic records/information on computer
Skills
Essential
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Administrative Skills
- Good interpersonal skills
Person Specification
Qualifications
Essential
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
- RSA/OCR level III or equivalent ie.C&G Level 3 Word Processing
Desirable
Training
Essential
- Microsoft Office i.e Database, Excel, Word, Powerpoint
- Minute taking
Experience
Essential
- Scheduling/ Diary Management
- Minute Taking
- Previous experience of working in an office environment
- Ability to work as an effective team member
Desirable
- Experience of working within the NHS
Knowledge
Essential
- Computer literacy including word, excel, outlook, database
- Maintain electronic records/information on computer
Skills
Essential
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Administrative Skills
- Good interpersonal skills
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
